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MEMORANDUM

This memorandum outlines the structure and best practices for writing effective memos, including essential components such as the heading, opening statement, context, call to action, discussion, closing, and optional additions. It emphasizes the importance of professionalism, clarity, and brevity in memo writing. Additionally, it provides guidance on revising memos to ensure they are concise and free of errors.

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Anees Ul Hassan
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3 views

MEMORANDUM

This memorandum outlines the structure and best practices for writing effective memos, including essential components such as the heading, opening statement, context, call to action, discussion, closing, and optional additions. It emphasizes the importance of professionalism, clarity, and brevity in memo writing. Additionally, it provides guidance on revising memos to ensure they are concise and free of errors.

Uploaded by

Anees Ul Hassan
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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MEMORANDUM
What is a memo?

A memo, short for memorandum, is a way to inform a group of people about a specific
problem, solution, or event. A memo should be brief, straightforward, and easy to read. It
informs recipients and provides an action plan with specific next steps.

You may send a memo as a paper letter, fax, or PDF attached to an email. Although the
widespread use of email essentially replaced memos in many circumstances, memos are
still helpful for some important messages.

Writing Memo

Memos should always be professional and polite—regardless of the topic you’re


introducing. Stay focused on the facts and actionable plans. You should not use emoji in
business memos. Keep it brief, direct, and clear and include only necessary information.

1 Heading

The heading lists who is receiving the memo, who is sending the memo, the date the memo
was written, and the subject of the memo. You can view how to format this section below.

To: [Recipients’ full names and job titles or department]

From: [Your full name and job title]

Date: [Today’s date]

Subject: [What the memo is about]

Since you addressed the recipients in the heading, there’s no need to include a greeting.

2 Opening Statement

This section can be between one and three sentences. The opening statement is where you
briefly state the purpose of your memo. Include only a summary of the most crucial
information in this section. Later you’ll be able to get into the details.

Try starting with, “I’m writing to inform you . . .”

3 Context

In three to ten sentences, provide context. Context is where you let people know what you’re
writing about, why you’re writing them, and any other critical information.

This section may include the following:


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• supporting evidence

• why your organization made the decision you’re discussing in the memo

• background information

• a problem statement

• how you found the problem

• important timing or dates

• other key points

4 Call To Action And Task Statement

This section can be either two to three sentences or a bullet-pointed list. This is where you
lay out the next steps for your recipients. Write about what the recipient should do after they
read the memo or how you plan to solve the problem you’ve described.

Try writing, “Please [task you’d like completed] by [due date]” or “I appreciate your
cooperation in this matter.”

5 Discussion

The aim of this portion is to persuade the recipients to follow your recommended actions.
Lay out all of the details that support your ideas, beginning with the most critical information.
Give specific supporting facts, ideas, and research that back up your memo, organizing the
information from strongest to weakest.

6 Closing

The closing section is an opportunity to end your memo on a courteous note. We


recommend you share what you want your recipients to take action on one more time here,
as well. Generally, memos don’t include a farewell. But if you want to have one, make sure
to keep it brief.

7 Optional Additions

You can include a summary or attachments with your memo if you need to. You should
include a summary if your memo is more than one page. Summaries help recipients more
easily digest the information you’ve shared.

You can place the summary right before your closing statement. A summary may list key
recommendations, a summation of important information, references, methods, or
resources you used. If the information in your memo needs further clarification, you can
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place it within this section. Summaries can be a few sentences long or a bullet-pointed list
of key information.

Your supplemental information should include any documentation you want to share, such
as graphs, lists, tables, or photos. If you choose to include attachments, include a note
about what you’ve attached below your closing.

If you’re sending your memo via email, these additional attachments can be added to your
email. If you send your memo as a letter or fax, include these after the last page of your memo
document.

Refer to your attachments as such: “Attached: [name of attachment], [date created].”

8 Revise

Now that you’ve written your memo, it’s time to revise! Follow the steps below to ensure your
memo is as clear and concise as possible. Remember: the shorter, the better.

• Cut out any unnecessary material.

• Clarify your main points.

• Proofread for spelling, grammar, and punctuation mistakes.

• Check your facts and resources.

• Get feedback from a colleague before sending.

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